Virtual meetings aren't like face-to-face meetings, and people often forget that. Running a virtual meeting well becomes more important all the time as more and more companies adopt distributed workforce strategies. David Christiansen shares some pointers on how to run/participate in a good virtual meeting.

Virtual meetings aren’t like face-to-face meetings, and people often
forget that. Running a virtual meeting well becomes more important all the time
as more and more companies adopt distributed workforce strategies. Here are some
pointers on how to run/participate in a good virtual meeting.

Be Aware of the Difference Between Simplex and Duplex

Many conference calls are simplex, which means sound only travels one way at
a time. So, whoever is loudest will get and keep the floor, whether they want it
or not.

I have had to yield to heavy breathers, paper shufflers, and yes, even
obnoxious hold music. If you’re on a con call, put your phone on mute when
you’re not talking.

Solicit Participation in Creative Ways

Very few people will answer negatively to questions such as "Does this
make sense?" or "Are you following me?" To get useful
participation, you need to ask better questions: "How does this apply to
you?" or "What factors would contribute to making this work?"

Manage the Participant Experience Carefully

Know what your presentation looks like in various screen resolutions. Make
sure that animations work properly when shown over the Web. If you will be using
various software applications, make sure that you know how to share them
properly. Set them up in advance if you can.

Know the Capabilities of Your Communication Tools

Do you know how to kick off a participant if they put you on hold and fill
your meeting with bad ’80s tunes? Can you turn off the beeps created when
people join or leave your meeting? Do you know how to get help from the
operator? You should know all of these things.

Shut Up Every Now and Then

You can’t see the participants in virtual meetings unless you have
video chat. As a result, it can be hard to read how they are responding and
whether they have questions and input.

Most people tend to rattle on in these situations, barely pausing to breathe.
It’s hard to "butt in" when they do, particularly if it’s
a simplex con call. Shut up for at least four breaths every couple of minutes to
give interested participants a chance to participate.

Encourage Cross-Participant Interaction

Most virtual meetings are a conversation between the host and his
participants. It is often necessary for participants to engage each other. This
can be hard when you can’t see each other.

Help the participants converse with each other by asking questions that
invite opinion, discussion, and perhaps even a bit of controversy.

Use Instant Messaging Behind the Scenes to Coordinate Discussion Topics as
Needed

In spite of sounding a bit conspiratorial, this is a very helpful way to let
a meeting participant know you value her participation or to remind her of a
topic you want her to bring up.

Use this method sparingly and only with people you know well—it’s
hard to listen, read, and type at the same time; and some participants might be
frustrated by it.